Starting a facility management company in Kenya involves more than registering a business and finding clients. A professional facility management company may provide services such as cleaning, building maintenance, landscaping, plumbing, electrical maintenance, security, waste management, pest control, property support, mechanical maintenance, and general repairs.
There is no single universal “facility management licence” that automatically authorizes a company to provide every type of facility management service. Instead, the licensing requirements depend on the specific services the company provides. Some requirements apply to almost every business, while others apply only when the company performs regulated technical or specialist work.
This guide provides a comprehensive overview of the licences, registrations, permits, and professional certifications relevant to facility management companies in Kenya.
Important: A facility management company should identify the exact services it intends to provide before applying for licences. A company offering cleaning services alone will have different regulatory requirements from one providing electrical works, security, waste transportation, construction, or pest-control services.
1. Business Registration
The first step is to establish the legal identity of the business.
A facility management company can operate as a business name, limited company, LLP, or another legally recognized business structure.
For companies, registration is handled through the Business Registration Service (BRS) on the eCitizen platform. BRS currently lists registration of private limited companies, business names, LLPs, and other entities among its services.
A company will normally maintain documents such as:
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Certificate of Incorporation
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CR12/company ownership information
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Company registration details
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Directors' details
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Memorandum and Articles where applicable
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Registered business address
For a professional facility management business, a limited company structure can also make it easier to enter into contracts with commercial property owners, institutions, landlords, developers, and corporate clients.
2. KRA PIN and Tax Compliance
A facility management company needs to comply with Kenya Revenue Authority (KRA) tax requirements.
A KRA PIN is used when conducting many government and commercial transactions. KRA states that a PIN is required for business activities and transactions such as business registration, trade licensing, VAT registration, and contracts for supplying goods or services to government entities.
The company should also maintain proper tax records and meet applicable tax obligations.
A Tax Compliance Certificate (TCC) is particularly important when bidding for many contracts and government tenders. KRA states that the TCC confirms that applicable tax returns have been filed and taxes paid. The certificate is valid for 12 months.
Facility management companies should also establish appropriate VAT, PAYE, withholding tax, eTIMS, and other applicable tax obligations based on their activities and turnover.
3. County Single Business Permit
A facility management company normally needs the relevant county business permit for its physical business operations.
The exact permit, fee, and requirements depend on the county and the nature and location of the business.
The permit allows the business to operate within the applicable county under the relevant county trade licensing framework.
Companies operating from multiple counties should check the requirements applicable to their offices, branches, or operations in each county.
4. NCA Registration for Construction and Building Works
A facility management company that performs construction, building works, or regulated engineering works may need registration with the National Construction Authority (NCA).
NCA states that a person cannot carry on the business of a contractor unless registered by the Board and holding a valid practising licence. Its contractor categories cover areas including building works, civil engineering works, and mechanical and electrical engineering services.
This is important for facility management companies that go beyond routine maintenance and undertake activities such as:
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Building works
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Major renovations
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Plumbing works forming part of regulated construction
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Mechanical works
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Electrical engineering works
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Civil works
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Installation projects
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Structural works
NCA registration has specific technical, financial, and documentation requirements. These can include company registration documents, KRA Tax Compliance Certificate, academic certificates and testimonials of technically qualified personnel, business licences, evidence of experience, equipment information, and financial records.
NCA also requires continuing professional development for relevant contractors as part of licence renewal requirements.
5. EPRA Licensing for Electrical and Energy-Related Services
A facility management company should not assume that its general business registration authorizes it to perform regulated electrical installation or energy-related work.
Where the company offers electrical installation services, the relevant Energy and Petroleum Regulatory Authority (EPRA) licensing requirements should be checked.
NCA specifically identifies EPRA licensing for electrical installation and certain specialist works such as generating plants, lifts, and escalators.
The company should therefore use appropriately licensed technical personnel for regulated electrical work.
6. Communications Authority Requirements
Some facility management contracts include structured cabling, telecommunications, PABX, intercom systems, or related communication infrastructure.
These services can trigger requirements involving the Communications Authority of Kenya (CA).
NCA identifies CA licensing for specialist areas including radio communication, structured cabling, and telecommunications installations such as PABX, intercom, and telephone wiring.
A facility management company offering these services should confirm the applicable licence category before undertaking the work.
7. NEMA Waste Management Licensing
Waste management is a major component of many facility management contracts.
If a company collects, transports, handles, or manages regulated waste, it may require authorization from the National Environment Management Authority (NEMA).
NEMA issues environmental licences and permits covering areas including waste management, waste transportation, disposal facilities, incinerators, and recyclers.
The Environmental Management and Co-ordination (Waste Management) Regulations, 2024 introduced updated requirements for waste management licensing. NEMA states that applications for waste transportation and other waste licences are processed through its licensing system.
For waste transport, licensing can be tied to individual vehicles. NEMA's guidance indicates requirements such as vehicle photographs, valid inspection/roadworthiness documentation, insurance, and proof of ownership.
This is especially important for facility management companies handling commercial waste, hazardous waste, construction waste, or transportation of waste.
8. DOSHS Workplace Registration and Occupational Safety Compliance
A facility management company employs workers who may work with cleaning chemicals, machinery, electrical systems, ladders, tools, vehicles, waste, and other workplace hazards.
The Directorate of Occupational Safety and Health Services (DOSHS) oversees workplace health and safety requirements.
The State Department for Labour identifies services including workplace registration, plant registration, workplace inspections and audits, plant examination and testing, accident investigations, and WIBA processing.
Facility management companies should therefore establish appropriate:
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Occupational Safety and Health policies
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Risk assessments
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Emergency procedures
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Personal protective equipment programmes
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Staff safety training
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Incident reporting procedures
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Workplace inspection systems
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First-aid arrangements
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Equipment inspection programmes
Where applicable, regulated plants and equipment should also be properly registered, inspected, or tested.
9. WIBA and Employee Insurance Requirements
Facility management work can involve considerable occupational risks.
Employers should comply with applicable Work Injury Benefits Act (WIBA) requirements and maintain suitable insurance arrangements for employees.
This is particularly important for companies whose workers perform:
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High-level cleaning
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Electrical maintenance
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Mechanical maintenance
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Landscaping
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Waste handling
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Equipment operation
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Plumbing
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Construction-related work
Insurance requirements can also form part of client tender conditions.
10. Private Security Regulatory Authority Licence
Some facility management companies provide security guards and security management as part of an integrated facilities package.
Security services are separately regulated.
The Private Security Regulatory Authority (PSRA) states that services covered by the private security regulatory framework include guarding, CCTV, access control, alarm installation, private investigation, dog guarding, locksmith services, and other activities aimed at protecting people or property.
A company providing these services should therefore obtain the appropriate PSRA registration/licence rather than treating security as an ordinary unregulated facility service.
The PSRA's current regulations also provide for licensing of corporate private security service providers and annual licensing fees.
11. Pest Control Licensing
If a facility management company provides pest control and fumigation, it should comply with the regulatory requirements applicable to pest-control operators and pesticide use.
This service should be treated separately from ordinary cleaning because it involves controlled chemicals, application procedures, worker safety, and environmental considerations.
Companies should ensure that their technicians have the appropriate training and that the business and chemicals used comply with the requirements of the relevant regulators.
12. Fire Safety Compliance and Training
Fire safety is another important part of facility management.
Companies managing buildings may be responsible for services such as:
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Fire extinguisher inspection
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Fire safety audits
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Emergency evacuation planning
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Fire drills
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Fire alarm maintenance
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Emergency lighting checks
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Fire equipment maintenance
The company should distinguish between general facility management support and regulated fire-safety inspection or certification work.
Where a service requires an approved or competent person, the company should use appropriately qualified professionals.
DOSHS, for example, provides registration and approval processes for certain safety professionals and institutions, including fire safety auditors.
13. Professional and Technical Staff Certifications
Although not every facility management employee needs a statutory professional licence, having appropriately trained staff is important.
Useful qualifications and certifications can include:
| Facility Management Area | Relevant Qualification/Certification |
|---|---|
| Facility management | Facility management qualifications |
| Occupational safety | Occupational health and safety training |
| Cleaning | Professional cleaning and hygiene training |
| Electrical work | Relevant technical qualifications and EPRA licensing where applicable |
| Plumbing | Recognized plumbing trade qualifications |
| Mechanical maintenance | Relevant mechanical engineering/trade qualifications |
| HVAC | HVAC/refrigeration technical certification |
| Fire safety | Fire safety training and approved professional credentials where required |
| First aid | Recognized first-aid training |
| Security | PSRA-compliant security training |
| Waste management | Waste handling and environmental training |
| Construction | NCA-recognized technical personnel where applicable |
| Environmental management | Environmental management qualifications |
For technical work, the company should verify the qualifications and practising status of the professionals it employs or subcontracts.
14. ISO Certifications for Facility Management Companies
ISO certification is generally different from a government operating licence.
However, it can improve a facility management company's ability to demonstrate organized management systems to corporate and institutional clients.
Common standards include:
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ISO 9001 – Quality Management Systems
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ISO 14001 – Environmental Management Systems
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ISO 45001 – Occupational Health and Safety Management Systems
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ISO 41001 – Facility Management Systems
ISO 41001 is particularly relevant to organizations seeking a structured facility management system.
These certifications may be requested in corporate procurement processes, although they should not be confused with statutory licences.
15. Data Protection Compliance
Modern facility management companies may handle personal information belonging to:
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Employees
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Tenants
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Visitors
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Contractors
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Suppliers
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Property owners
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Security personnel
Examples include visitor registers, CCTV information, employee records, access-control information, identification details, and contact information.
Where the company processes personal data, it should assess its obligations under Kenya's data protection framework and determine whether registration or other compliance requirements apply.
This becomes especially important when facility management includes CCTV monitoring, access control, visitor management, employee management, or digital property-management systems.
16. Building a Compliance File
A professional facility management company in Kenya should maintain a central compliance file containing copies of relevant documents.
A typical compliance file may include:
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Certificate of Incorporation
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CR12
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KRA PIN
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Tax Compliance Certificate
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County business permit
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NCA certificate and practising licence, where applicable
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EPRA licence, where applicable
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CA licence, where applicable
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NEMA waste licences, where applicable
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PSRA licence, where security services are provided
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DOSHS workplace documentation
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WIBA and insurance documents
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Staff academic and professional certificates
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Equipment inspection certificates
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Fire-safety documentation
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Environmental compliance documents
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Relevant ISO certificates
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Staff training records
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Risk assessments
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Health and safety policies
Keeping these documents updated makes it easier to respond to client audits, tenders, inspections, and contract compliance checks.
Facility Management Licensing Checklist
The following checklist provides a practical starting point:
| Requirement | Usually Relevant? | When Required |
|---|---|---|
| Business registration | Yes | When establishing the business |
| KRA PIN | Yes | For business and tax transactions |
| Tax Compliance Certificate | Yes/As applicable | Tax compliance and many tenders |
| County business permit | Yes | Business operations |
| DOSHS compliance | Yes | Workplace and employee safety |
| WIBA compliance | Yes | Employees and workplace injuries |
| NCA registration | Service-dependent | Construction/regulated contractor works |
| EPRA licence | Service-dependent | Electrical/energy-related regulated work |
| CA licence | Service-dependent | Certain communications installations |
| NEMA licence | Service-dependent | Regulated waste and environmental services |
| PSRA licence | Yes if providing security | Guarding and regulated security services |
| Pest-control requirements | Yes if providing pest control | Fumigation and pest management |
| Fire-safety approvals | Service-dependent | Fire safety inspection/audit services |
| ISO certification | Optional/contract-dependent | Quality, environment, safety or FM systems |
| Professional staff certifications | Service-dependent | Technical and regulated services |
Frequently Asked Questions
Does Kenya have a single facility management licence?
Generally, facility management is a multi-service sector, so there is not one licence that automatically authorizes every facility management activity. Licensing depends on the services being offered.
Does every facility management company need NCA registration?
Not necessarily. NCA registration becomes relevant where the company undertakes work that falls within regulated construction and contractor activities. Routine services such as general cleaning do not automatically make a company an NCA contractor.
Does a facility management company providing security need a PSRA licence?
Yes, where the company itself provides regulated private security services. PSRA regulates services including guarding, CCTV, access control, alarms, and other private security activities.
Is ISO 41001 a government licence?
No. ISO 41001 is a management-system standard, not a general government operating licence. It can demonstrate that an organization has established a facility management system.
Does a cleaning company need all these licences?
No. The requirements depend on the actual services offered. A company providing only basic cleaning will not necessarily require licences that apply to electrical contracting, waste transportation, security, construction, or other regulated activities.
Final Compliance Considerations
Running a facility management service company in Kenya requires a service-specific approach to compliance. The basic foundation normally includes business registration, KRA tax compliance, county licensing, workplace safety compliance, and proper employment practices.
Additional licences become important when the company expands into construction, electrical work, communications, waste management, security, pest control, fire safety, or other regulated activities.
Companies should verify the latest requirements with the relevant regulator before starting a regulated service. Requirements, fees, application procedures, and regulations can change. The official NCA, NEMA, KRA, DOSHS, PSRA, county government, and other regulator portals should therefore be used when preparing a current compliance checklist.
A well-organized compliance system not only supports legal operation but also helps facility management companies meet the documentation requirements commonly requested by corporate clients, property managers, institutions, developers, and government procurement processes.
